Archive of
QuickBooks Q&A

Here is the archive of real questions asked by real QuickBooks users, answered by Jennifer. Need personal QuickBooks help? Contact Jennifer now.

Archive of QuickBooks Questions
(& Answers)

Click below to see other questions and answers...

Splitting up accounts into 2 companies 
Up until now I have been combining my business and personal accounts and expenses under one company. Now I am thinking I want to separate them into two …

where did my invoice total go? 
I am using quickbooks 2007 pro for mac. For the first time I created a two page estimate and when I go to print it (either with my printer or preview …

Receiving payments and making deposits 
I need some advice on how to adjust or fix the bank register that has a wrong deposit amount entered through undeposited funds. This is a non-profit academy. …

QB for Food Broker 
I provide food products to over 50 distributors from about 10 manufactures and re-distributors. Can I track and trend the movement of each product between …

I need a template for setting up QB for govt contracting. 
Hi. My husband and I own a very small (just the 2 of us so far) consulting firm. Our clients are DoD commands. Although, as subcontractors, we are unlikely …

Bounced Checks 
Hi Jennifer, I'm trying to to record a bounced check from a customer, and again, finding out there are many suggestions and have little confidence in these …

Sales Tax Liability Report 
I have a question about the sales tax liability report being wrong. At times, we find it necessary to purchase items from vendors and are charged sales …

Accounts Receivable
Overpayment & Underpayment
 
Hi Jennifer, I would like to know how to handle "old" transactions for accounts receivable overpayments and underpayments from customers in 2009. One …

Keyboard Shortcuts 
Is there a keyboard shortcut to closing all open windows at one time? Reply: I address this in my free ebook, "7 Time Slashing Strategies …

Christmas gifts and christmas party 
Hi There, I would just like to know how to allocate christmas presents purchased for staff, as well as groceries purchased for the christmas party. …

Profitability Tracking 
Is it possible to track profitability on a sale from cost that gets applied to a manufacturing or work order? Jennifer replies: Hello Greg, …

Recover a Deleted Transaction
in QuickBooks
 
A reader asks a question about how to recover a deleted transaction in QuickBooks. Hi Jennifer, I just deleted a HUGE journal entry that took …

Old vendor Bills in QuickBooks 
I have old bills on the system that have not been posted against the original Cheque payment that was made, I cannot delete them as the VAT period is closed, …

Consolidating QuickBooks Files 
How can one consolidate a number of QuickBooks files (companies, .qbw) into one company. Jennifer replies: Unfortunately Intuit, the maker …

Different QuickBook versions 
Question about different QuickBooks versions. "Is there a way of viewing and/or printing information from a different version than what we have currently?" …

Personal Check Register in QuickBooks 
Question about having a personal check register in QuickBooks. We have two checkbooks. One used for personal and one for business. I have them both …

Credit Card Payments in QuickBooks 
How do you enter your credit card payment? I have all the receipts attached to the statements and a report that has all the breakdown of the GL account …

QuickBooks Bank Reconcilation Error 
Hi Jennifer, I was reconciling in QuickBooks and accidentally my thumb hit the enter button and the compter Reconciled. The computer thinks I have reconciled …

Alphabetize Checks in QuickBooks 
I would like to alphbetize checks in QuickBooks. I print over 500 checks twice a month and the "clients" are put in under Vendors. What I would like …

Banking and Undeposited Funds 
Hi Jennifer, I am having trouble with banking and undeposited funds. I am baby stepping my way around QB's trying to recover an account that has …

Customer's Accounts Receivable is Incorrect 
One of my customer's accounts receivable is incorrect. I'm using QuickBooks Pro 2008. Within the Receive Payments window, the customer information shows …

Bank Reconciliation freezes 
I have looked for help on QuickBooks community but can't seem to find an answer. I am using QuickBooks Pro 2008 and had no problem until this week with …

Troubleshooting reconciliation 
My tax man says I have to go back through all my reconciliations and redo some organizing how do I re do all my reconciliations? Jennifer replies:

Business expenses paid via personal account 
I am trying to set up a small company in quickbooks. The company has been in business for about 2 months. When the company first started they had not …

Inventory Assembly and Cost Averaging 
We are a small manufacturer of espresso equipment. We use 2007 Premier Manf & Wholesale edition. I have created an inventory assembly, added all parts …

Sales Tax Payable Issue 
Easy & Inexpensive QuickBooks Help: "Conquer 27 Frustrating Mistakes that Steal Your Time, Sanity & Money!" …

QuickBooks Pro 2008 Intuit/Acad - What's the Difference? 
What is the difference between Quickbooks Intuit and Acad? I am looking to purchase 2008 Pro for my small business. The Acad seems to be less than the …

Help Reconciling the Credit Card Account 
I need help reconciling the credit card account. I just found out that I can maintain a credit card just like I do my checking account so that all charges …

How to Search for a Lost Check? 
I printed a check in QuickBooks yesterday, and for the life of me it made no record of that transaction. How can I verify this transaction? Jennifer

Inventory Assembly - Item Price Changing 
Jennifer - First let me say I love your site!!! My question is regarding Inventory Assembly and Item Pricing. With the economy the way it is the prices …

Vendor is also a Customer? 
This is similar to yesterday's question regarding a name in two lists in QuickBooks. I am a realtor with an LLC. My real estate broker is a local Keller …

Record Expense Reports For Employees? 
I own a small real estate company (LLC) and I am also an employee. I record my business expenses that I pay for on a weekly expense report. I cannot always …

Vendor Checklist for Bills Paid 
I would like to make a Excel file or a list of vendors that I could use as a hard copy, as a printed checklist to check off who has been paid each month, …

Add Credit Card Fee to Invoice 
How do I add a credit card fee of 3% to an invoice based on the total amount? Jennifer replies: I assume you mean an invoice to a customer, …

Owner's Draw for S-Corp? 
Jennifer, I just opened my business 3 months ago and am using QuickBooks Online Edition. I am the sole owner of my S coprporation. To pay myself …

New Customers not Saving in Customer List 
I have a new copy of QuickBooks Pro 2008. I imported a different businesses' Items list (approx 10000 items) and all looks good. Problems come up …

Can't Backup QuickBooks Premier 2006 
All of a sudden I cannot backup QuickBooks Premier 2006. It says the file is read only, or that more than one user is logged on. We only have one user …

QuickBooks Premiere to QuickBooks Pro 
cI had Quickbooks Premiere and am now going to try QuickBooks Pro. (Don't ask.) I have my backup files for my business. Will I have trouble importing …

Alphabetize Customer List by Last Name 
Hi Jennifer - I like this QuickBooks blog! I have a client that upgraded from QuickBooks 5.0 (yes, 5.0!!) to QuickBooks 2008, and he wants his client …

Single Company, Many QuickBooks Files 
My boss wants to record revenue for each location. So I created seven company files, plus one for the corporate office. All locations incurred expenses …

Removing A/R and A/P from QuickBooks 
We are an accounting firm and often do not want to use the accounts receivable and accounts payable subledger modules when doing our clients' books. …

BANK RECONCILIATION 
I cant seem to access the previous months bank recs There is no drop down screen. I am using QB 2010 and it only shows the last rec down\In QB 2006, …

Non stock part- chart of account 
I am adding items to my list of items and using a non stock part item.What account do i select in that drop down menu??

sufficient permission to create accountant copy 
Hello, I am recieving an error that I do not have sufficient permission when I attempt to create an accountant copy. The quickbook file resides on a server …

tax value rounding error on 4 places after decimal point 
Hello Quick Books smart person, I have Quick Books 5.0. I am using Windows XP. I just now had to change my sales tax percent from 7.75% to 8.25%. It never …

Sweep accounts in banking 
I am curious as to how you handle a sweep account in banking. When reconciling at month-end, there is typically one transacation remaining related to …

purchase on account 
How do i enter purchased $50 on account from Brewer Paint Supplies. Record as paint supplies. What do I put for the customer: job?

Overpayment leads to a credit balance, how to correct? 
A client over paid an invoice and now has a credit balance. I need to get rid of this but don't know how. I thought about crediting one of their future …

Credit Card Payments 
I have recently begun to carry a balance from month to month on my business(LLC)credit card. Now that I am only paying what I can afford each month, what …

Credit Card Reconciliations 
Whenever I try to print my reconciliations I get an error message from Intuit Printer Library saying that the settings are wrong, but everything else prints. …

Uncleared Transactions on Reports 
I am trying to get a report of expenses that have cleared for entries based on a classification. When I run the report, although I ask for only those …

Method 2 - Customer Deposits 
Hi Jennifer, I purchased your ebook on customer deposits and started using method 2 in Feb on a transaction. I came across a problem when I went to pay …

How to close an estimate or show zero as its open balance 
I typically create an estimate under a job, create invoice against this estimate. However, after this is done, the estimate still has the same open balance …

Invoicing Details and Reflecting Payments for Each 
I have a client that has 15 different entities. He wants his billings to be detailed on one invoice, showing the amounts that each entity owes and the …

Backing up 
Hi Jennifer, I am having problems backing up to cd or usb ,When I go to a place to store , I usually back up in documents and then download to cd, I …

Excel to QuickBooks Payroll 
We have QuickBooks Pro 2009 edition at our Fire Dept. I run a quarterly payroll for about 40 paid volunteers. To begin, I summarize time sheets by …

How to tell which invoices were paid from payments received 
Is there a function in QB that calculates which combination of invoices have been paid given the payment amount from the client? For instance: $475,192.29 …

importing invoices 
I set up a new division of my company as a separate Quickbooks company file instead of a new class in my exsisting file. How can I import the invoices …

VAT on opening balances 
When you start using Quickbooks and open a client account it asks for your opening balance. When on cash accounting, the opening balance will include a …

Prepaid Sales Tax 
Hi Jennifer, another question for you... how do you record and handle prepaid sales tax. This is tax we occasionally pay to vendors for job materials …

Invoices in Quickbooks 
Hi there, Just wondering how to enter invoices into Q.B. that i have already paid? Also, was wondering how I enter bills that I have already paid and …

Invoices in Quickbooks 
Hi there, Just wondering how to enter invoices into Q.B. that i have already paid? Also, was wondering how I enter bills that I have already paid and …

Printing detail on check stubs 
I had to reload my Quickbooks program on to a new hardrive and since then when I print my check (check/stub/stub format) no detail prints on the stubs. …

Deleted reconciliation items 
My husband wanted me to start a new Quick Books for the year so I backed up the database and then deleted all previous year's tranactions. When I went …

Email forms from one of two accounts 
I have more than one email account(Box) on my mac mail. When I send a form it emails from both accounts. I have looked at both preferences on Quickbooks …

Hard copy of pay stubs 
Hi, I just want to know if we can get the pay stub hard copy from the quick books when we run the payroll?

Items and Check Register 
Why when I invoice a customer, does SOME of the "items" show up in the check register? Am I coding them incorrectly?

Detailed customer invoice that does not detail markup? 
Hi, I need to be able to produce detailed invoices for my customers with all expenses detailed but I do not want to detail the markup on each of these …

QB for Electrical Contractor 
I have just started bookkeeping for an electrical contractor who sells electrical supplies and provides professional labor. The QB set up doesn't seem …

TAX EXEMPT ID # 
When invoicing, How do I use a Tax exempt ID # rather than the standard Out-of-State sale, exempt from sales tax?

Class that make up a division, what accounts are involved 
Hi: In QB 09, I am trying to set up 3 different departments in my QB. We have a cleaning service. The 3 departments are 1) residencial cleaning service, …

Real Estate Transactions 
How do I record a transaction for a sale of land minus the selling expenses in quickbooks?

Reimbursable Expenses
in QuickBooks
 
I have a question about reimbursable expenses. We're a flying club. When we bill a customer for an hour of flying he is charged separately for an hour …

Bank Reconciliation Beginning Balance Not Matching 
I was reconciling other bank accounts in Quickbooks and the transactions I entered caused another bank account to be off. When Quickbooks asked if I wanted …

Voided Invoice 
Can an invoice that has been voided be unvoided? Jennifer replies: Hi Jerri, There is not a function in QuickBooks to unvoid a voided invoice. …

Quickbooks 2008 and windows mail (Vista) 
Hi there, I have recently upgraded my laptop and it has Vista. So I installed Quickbooks 2008. Now I am having trouble emailing invoices via Windows …

Deleting entries in the payments to deposit window 
I have 3 entries in my payments to deposit window which already appear in my check register. How do I delete these entries without affecting my check …

Moving Data to a New Computer 
Hi Jennifer~ I need to move my data to a new ocmputer, to a fire wire used with my new computer. Both PC's. I just now installed QB (same version) …

negative vendor balance 
How do i get rid of a negative vendor balance? Jennifer replies: Hello Glennis, A negative vendor balance generally arises because paid …

Is Payroll Service Needed? 
I am the sole officer and the only person on the payroll of a C Corp. Is it necessary for me to be enrolled for Intuits basic payroll service? I am …

Our QB file is huge and slow 
Dear Jennifer: We have used QB since 2000 and now the file is huge and slow. We can no longer email to our accountant. We are told that condensing …

bookkeeping help 
Question about bookkeeping help. hi there my name is Luis Montoya. I am 23 years of age. Recently I helped a friend start up an auto shop business. …

Upgrading a QuickBooks File 
Question about upgrading a QuickBooks file. "The two computers are several hundred miles apart. Can I use a CD copy of (I don't really know what this …

QuickBooks Credit Card Management 
I have a company with a number of employees who each have their own corporate card. I'm looking for a way to download the transactions from the card …

inv still in invoice payment 
how do i get rid of an invoice still sitting in invoice payment (debtors) without altering the customer balances?

Bonus Paycheck 
I need to pay 3 employees a net bonus check. When I go to the Payroll Center the only three options I have are: Related Payroll Activities, Pay Employees …

Quickbooks for Accounts Payable? 
Hi We are a food manufacture and we sell to distributors and stores. We have a program that we built that does our Sales and Order Entry. We would like …

Back Dating Transactions
in QuickBooks
 
A reader asks about back dating transactions in QuickBooks. Hi Jennifer, I am not a trained accountant and am a little worried about using …

Acquiring Quickbooks Software Outside the United States 
Dear Jennifer, I am from the Philippines and working in an export company. My boss advised me to look for a supplier of QuickBooks (latest version). …

Quickbooks Export to specific Excel worksheet 
How do I export a Quickbooks file to a specific Excel worksheet? I am using Quickbooks Pro 2007 on a single-user desktop. I have had success exporting …

Projects in Invoicing 
How do I set up projects so I can invoice using projects and have it print out on the invoice? If you print preview you will see the tab for Projects, …

Projects in Invoicing 
How do I set up projects so I can invoice using projects and have it print out on the invoice? If you print preview you will see the tab for Projects, …

Customer Blank when transferred from QuickPOS to QB 
Hi Jennifer, I know that I am using a very old version of Quickbooks (8.1) and QuickPOS (V4) but I am only starting out. I am using Quickpos and …

Totals on Estimates 
A reader writes with a question about totals on estimates in QuickBooks. Dear Jennifer, I have an estimate in Quickbooks Pro 2006 that is four pages …

Credit card charges as they are incurred 
I am trying to enter credit card charges as they are incurred. I reconcile and make a bill for later on each charge. When I reconcile I show a zero balance. …

QB Pro 6 as Retail POS? 
I own a small shop, and my old POS software is DOA and no longer supported. I frankly can't afford to buy QuickBooks POS. All I need is to enter my inventory …

Wages Paid Two Quarters 
A reader asks for clarification on wages paid in two quarters but appearing on a single check in QuickBooks. Hello Jennifer, If I pay an employee …

Sales Tax Adjustments 
Sales tax rates changed in January for some of the counties we do work in. We collected the correct rates and paid the correct rates, but I neglected to …

Paid Invoices on Deposit Detail Report 
Hi, how can I get the invoice that has been paid to show up on the check deposit detail report? I know it can be done. Jennifer replies: I …

Reimbursements Need to Match Vendor Payments 
I do bookkkeeping for a real estate company. I need help with the profit and loss report in QuickBooks. For example: we will receive a bill from a …

Recording a loan refinancing in QuickBooks The business has undergone a loan refinancing. I need to close out the old loan and open a new one with the new balance and new account number. Can you help?